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HOLLIS Newsletter

Volume 7, Number 7 (July 1992)

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  • Agenda for July Liaisons meeting
  • Meeting notes from June
  • New staff!
  • Rates for NewBooks reports
  • No Training this summer
  • End of fiscal year is here
  • DUC is available
  • Lamont and Hilles join Circulation
  • Change Liaisons meeting time?
  • Index regen planned
  • Details on system problems
  • New title lists from IAC
  • Loc sorting in the catalog
  • Volunteers needed for panel discussion
  • LC Standing Search
  • Liaisons structure, part III
  • Notes and Reminders
  • New titles list for AI
  • Check supplies of documentation
  • Public services column
  • Response time testing
  • HOLLIS Hint: Erase EOF and the Status field

    Agenda for HOLLIS Liaisons Meeting #78
    July 8, 1992
    Lamont Forum Room, 9:30 - 11:00 a.m.

    1. Announcements: T. Robinson

    2. Security reminders: K. Mullen

    3. Panel presentation: "How BF changed my life..." starring:

    • Michael Leach, Librarian, Physics Research Library
    • Isabel Quintana, Cataloging Librarian, Tozzer Library
    • Ann Sitkin, Cataloging Services Librarian, Law School Library
    • Jill Young Coelho, Acquisitions Librarian, Widener Library

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    Notes from the June Meeting
    A mini-addition to OSPR. OSPR systems librarian Jon Rothman and his wife Jacqui are the proud parents of a son, 9 pound - 9 ounce Devin, born on Monday, 8 June. Devin has a sister, Rebecca, who is 3 years old. Congratulations Jon and Jacqui!

    "New Books" subscription rate set. The fiscal 1993 subscription rate for the "New Books" report will be $120.00. OSPR plans to investigate the entire reporting billing structure for fiscal year 1994 and will report any changes in this newsletter. Units interested in subscribing to the new books list should contact Kate Mullen in OSPR.

    No HOLLIS training in July or August. As was mentioned at the May meeting, this summer OSPR plans to move from Widener to offices near Harvard Yard. In preparation for a move sometime in August, the HOLLIS training room at 12 Arrow Street will be shut down at the end of June. HOLLIS training will not be available during July and August, but will resume in September. If you have special training needs that cannot wait until September, please contact Julie Wetherill in OSPR. [OSPR plans to move its operations to an office building located on Massachusetts Avenue directly across from Widener. The HOLLIS training room will be located in OSPR's new office space.]

    End of fiscal year is upon us. OSPR has distributed a memo to HOLLIS managers that explains the end-of-fiscal year procedures. As part of this project, OSPR has weeded the HOLLIS invoice file of records last updated earlier than July 1, 1991. Microfiche containing the weeded invoice records were distributed last summer. To start the fiscal year closing, OSPR initializes accounting units after 6 p.m. on 30 June. HOLLIS will block any payment activity performed after 6 p.m. on the 30th and display the message FILE NOT AVAILABLE. On July 1st, OSPR will distribute two summary ACU reports: one reflecting the total fiscal year expenditures and the other reflecting the initialized ACU file with unapproved payments rolled over from the previous fiscal year. There will also be four fiche products reporting approved payments: by department, fund, sub, etc., by HOLLIS order number, by vendor, and by ICN. OSPR will distribute the fiche as soon as possible after July 1st. If you have questions, please contact Linda Marean in OSPR.

    Latest DUC supplement now available. OSPR is distributing of the third supplement to the final cumulation of the Distributable Union Catalog. Most of the subscribing libraries have picked up their copies at OSPR. If you are a subscriber and have not yet picked up your copy, please do so as soon as possible.

    This third supplement, entitled "Feb 1989 - Jan 1992", is to be used in addition to the final DUC cumulation headed "January 1989". Included in this supplement are bibliographic records created in or added to the HU database from February 1989 through January 1992. Details on which records are included appear in the March 1990 HOLLIS Newsletter (v.5, no.3). Billing for the FY92 DUC subscription appeared on the August 1991 HOLLIS billing reports.

    If you have questions about the production or distribution of this latest supplement, contact Kate Mullen in OSPR. If you have questions about its content, contact Robin Wendler (also in OSPR, as if you didn't know).

    Lamont and Hilles now circulating online in HOLLIS. On Monday, 8 June, Lamont and Hilles became the fifth and sixth libraries to participate in the HOLLIS circulation subsystem. Since Lamont and Hilles were closed during this debut, Heather Cole, Librarian of the Lamont and Hilles Libraries, kicked off their participation by checking out the first book. Real online circulation activity will begin in Lamont and Hilles when Summer School starts at the end of June. Next -- look for Countway Library, scheduled to begin online circulation in August.

    Liaison meeting time - a.m. or p.m.? Based on suggestions by public services staff at the April liaisons meeting, OSPR has varied the meeting times of the last few liaison meetings. Tracey reminded liaisons that the July meeting will be held in the Lamont Forum Room from 9:30 a.m. to 11:00 a.m. on Wednesday, 8 July. She noted that a survey of liaison assignments and meeting time preferences was sent out to HOLLIS managers at the end of May.

    Index regeneration in June. As a result of the encoding level conversion project in mid-April, OSPR will be regenerating all HOLLIS indexes to re-synchronize them with changes to data in selected bibliographic records. This regeneration will solve the problem of duplicate index entries that some staff have experienced. All indexes should be regenerated by the time this newsletter goes to press (late June). Contact Linda Marean in OSPR if you have questions.

    Update on Commencement Day system problem. Due to unexpected problems with HULPR on Thursday, 4 June, all non-circulation printed products generated from approximately 11:00 a.m. to 3:15 p.m. were lost. OSPR detected and fixed the problem as soon as it occurred at 3:15 p.m., and immediately began recovery activities. According to system statistics, during this period there were 524 order records updated, 40 purchase orders generated, and 25 invoices approved. The system does not track the creation of o/p/r memo statements, but if any were created, they were also lost during this period. This problem also affected shelf list cards and TAPE requests. Circulation products were not affected. Luckily, the number of products missing is relatively low, due to the light HOLLIS activity on Commencement Day.

    OSPR has sent reports to libraries affected by this problem and it appears that most of the lost data can be reconstituted. Tracey stressed that there was no damage to online data, just the loss of printed products. OSPR is investigating and will institute changes to prevent this from happening in the future. Harold Moren asked why OSPR did not start the HOLLIS phone chain as soon as the problem was detected. Tracey replied that OSPR expected that on Commencement the phone chain would not reach many units, and that a phone chain message would not have prevented the loss of products. However, she acknowledged that if library units were notified sooner, they may have been better able to track what work had been lost. Tracey conveyed OSPR's apologies for this error and asked units with questions to contact MacKenzie Smith in OSPR.

    New PAIS and Academic Index title lists. OSPR is about to distribute new printed title lists for the PAIS (PA) and Expanded Academic Index (AI) databases. What follows are descriptions of these new lists and the distribution plan.

    Descriptions of lists

    The Public Affairs Information Service has published a new list, entitled PAIS International -- Journals Indexed in 1991, covering journals indexed in 1991. This list does not include titles of any books, government documents, serials, pamphlets, or reports of public or private organizations that may have been indexed during 1991. Since this list covers only 1991 indexing, units may want to reconsider discarding the earlier PAIS list, entitled Provisional List of Periodicals.

    Since the June liaisons meeting, Information Access Company (IAC) also has published a new list of journals indexed in its Expanded Academic Index database. This list reflects an increase in scope for this database -- some 500 new titles in the areas of fine arts, communication studies, computer science, engineering, environmental studies, and women's studies are now indexed. According to IAC representatives, Expanded Academic Index now covers 100% of the titles indexed in Humanities Index, Social Sciences Index, and General Science Index; 60% of what is covered in the Reader's Guide to Periodical Literature; and 30% of what is covered in Applied Science Index. For more information on the change in Academic Index scope, consult the "Notes and Reminders" article in this Newsletter.

    Distribution plan OSPR will be distributing both lists by the end of June. Since there is a limited supply, OSPR will send one or two copies to each HOLLIS liaison who represents a unit with a public services department. OSPR will not send lists to non-public services liaisons within the larger units (like Widener). Units that find them useful may want to make copies and save the original. If you have questions, contact Eric Young or Julie Wetherill in OSPR.

    Programming for LOC sorting in Public Catalog underway. In early June, OSPR began the programming to sort library locations that display in the Public Catalog. This enhancement satisfies a long-standing desire for a predictable sorting order for locations to replace the current "random" listing which often has multiple occurrences of the same location widely separated in the display. In August 1991, a HOLLIS liaison working group developed the specifications for sorting library locations. To summarize, the Group recommended that LOCs in the Public Catalog be divided into two categories: Harvard and non-Harvard. Non-Harvard LOCs include for example the CRL and the BTI libraries. Within each category LOCs will display alphabetically by the location literal (full display literal not the 3-letter LOC code). The Harvard locations will display first followed by any non-Harvard libraries. This sorting would affect only the public catalog display -- the order of locations in technical services mode will not be affected.

    Programming for this project is underway and OSPR expects the new display order of library locations for the Public Catalog to be available in time for the fall semester. The Working Group also recommended a change in staff mode display: the first line of LOC holdings and order linkages should display on holdings and order records. This change would minimize the need to prohibit the direct resequencing of LOCs by providing the operator with relevant linkage information. The staff mode enhancement will not be tackled at this time but will remain on the enhancement list for later implementation. OSPR will keep you posted as development proceeds.

    Volunteers for July liaisons meeting needed. Tracey asked for volunteers to participate in a panel discussion of the LC books file database (BF) and its affects on cataloging and acquisitions activities in Harvard libraries. OSPR has been waiting until after the LC standing search was implemented so that participants would be able to describe the effects of this new feature in their analysis of the impact of BF on their unit's workflow. Please contact Tracey Robinson in OSPR if you are interested in participating.

    New LC standing search is imminent. MacKenzie Smith from OSPR reminded liaisons that the new LC standing search will go into production during the week of 15 June. OSPR will first make a retrospective pass of the HU database, matching eligible provisional bibliographic records up with cataloging records from the BF database. (This pass took place Monday night, 15 June, resulting in 15,093 provisional HU records being upgraded with full cataloging from the BF database. The regular weekly standing search process began at the end of the same week. By this time, units should have already received the new cataloging notification reports for the retrospective pass and perhaps the report for the first weekly standing search pass.)

    MacKenzie noted that the reports from the retrospective pass may be quite substantial for some of the larger units. She also warned liaisons of a change to the original specification for the standing search. The original spec recommended that libraries use these reports to trigger authority work and tape export activity. However, as part of the library-wide Recon project, the University Library has decided that most authority work for retrospective and current cataloging will be performed by an outside vendor. Only authority work for series and uniform titles will still be performed locally. (The University Library will sponsor an open meeting on Recon authority control later this summer at which additional information on responsibilities for local authority work will be provided.) If you have questions about this process contact MacKenzie Smith in OSPR.

    Revisiting the HOLLIS liaison structure, part III. Representatives from four technical services groups described for liaisons their goals, activities, and relationship with HOLLIS liaisons.

    HAAC Standing Subcommittee on Bibliographic Standards and Policy

    Known informally as "Bib Standards," this group originated in the late 1970's when the University Library first decided to produce a microfiche union catalog using machine-readable data. Michael Fitzgerald, the current Chair, remarked that Bib Standards is now a Subcommittee of the HOLLIS Administrative Advisory Committee (HAAC). The Group's principal mission is to provide and maintain a set of bibliographic standards for the Harvard library community. This task is a challenging one, since members (M. Fitzgerald, Chair, Kathleen Anderson, Jeffrey Beall, Karen Carlson, Jill Coelho, Anne Engelhart, Anne Kern, Ann Sitkin, Hinda Sklar, Bernice Weiss, Robin Wendler) must reconcile national requirements with local needs and the demands of an online catalog.

    OSPR and individual libraries keep the group busy with cataloging and systems issues. For example, the recently completed encoding level conversion project began with a recommendation by Bib Standards that subject headings be allowed on HOLLIS provisional bibliographic records. Members originally wanted to design a 96x provisional field for subject headings, but further discussion with OSPR led the group to recommend the elimination of the provisional tag set in HOLLIS, the general use of the standard tag set, and the addition of four new encoding levels for records created locally.

    For the future, Bib Standards will be occupied with the revision of the HUL Bibliographic Standard and documentation of issues raised by library-wide retrospective conversion (Recon), especially in the areas of authority work and the processing of large batches of bibliographic data through HOLLIS. The group wants to make the standards more accessible to library staff by using plainer language and reorganizing them according to the AACR2 model. Tracey noted that for those who are interested, the current standards are in Appendix V of the HOLLIS Reference Manual. Michael finished up by reminding staff to notify Bib Standards if they have issues to be addressed.

    HAAC Standing Subcommittee on Serials, Series, and Continuations

    The SSSSC (yes, four S's) had its beginning in the late 1970's as the CONSER Advisory Group. Later it was known as the UCSO/OSPR Subcommittee on Serials, Series and Continuations, and by 1985 had assumed its present form as a subcommittee of HAAC Bibliographic Standards. Ruth Haas, Chair of SSSSC, noted that as their title indicates, the group deals primarily with issues related to serials, series, and continuations. Ruth and fellow members Alicja Altenberger, Cathy Conroy, Kristin Johnson, Beata Panagopoulos, Janet Rutan, Sophia Wang, Robin Wendler, and Cliff Wunderlich, also spend a great deal of time discussing the application of the HOLLIS holdings format in describing serials holdings.

    Some of the SSSSC's recent activities include: revision of the HOLLIS holdings standards and guidelines to incorporate the new policy of describing serial reproductions and their originals on the same bibliographic record (otherwise known as MULVER or multiple versions), revision of the HOLLIS Holdings Editing Guide, writing that part of Harvard's Bibliographic Standards which pertain to serials, and resolving issues relating to serial cataloging such as whether serially produced computer files should be described using the serials format or the data file format.

    Acquisitions Roundtable

    The Acquisitions Roundtable is an informal group of library staff who gather monthly to discuss issues related to acquisitions. The Roundtable was founded by Jill Coelho as a special interest group that met during the University Library's Professional Development Week in 1989. By popular demand, the group has continued to meet on roughly a monthly basis since that time. Ann-Marie Breaux, the current Chair, noted their three main areas of discussion: acquisitions practices, vendor/publisher relations, and the HOLLIS acquisitions system. Participants bring their rich technical services experience to bear on such issues as handling special orders, evaluating vendor performance, reporting, documentation, training, and designing the 'dream' HOLLIS o/p/r. Recently, the Roundtable has spent a great deal of time discussing issues related to the LC books file database in HOLLIS and the April 1992 encoding level conversion project. They have also submitted a proposal to add Books in Print as a new database in HOLLIS.

    The Roundtable has no set membership but each meeting averages around 20 to 25 staff members representing small, medium, and large Harvard libraries. Ann-Marie noted the great advantage in gathering these "heavy-duty" technical services staff in one place. Participants from all units benefit from sharing their tips, tricks, and experiences in this forum. Ann-Marie confirmed that HOLLIS liaisons could refer online acquisitions issues to the Roundtable whenever appropriate. Ann-Marie also noted that next year the Roundtable will be co-chaired by Alex Wright and Bob Sennett.

    Technical Services Managers Group

    The Technical Services Managers Group does not duplicate the efforts of the Acquisitions Roundtable because its focus is on sharing information at a middle manager level. Like the Acquisitions Roundtable, this technical services group started out as a special interest group during the 1989 University Library Professional Development Week. Beata Panagopoulos, chair of the Technical Services Managers group, noted that the managers had difficulty during the first year defining the scope of the group. At one point they considered merging with the Acquisitions Roundtable, but realized this group's focus on technical details left no room for management issues. Due to continued interest, the group has emerged as a vital forum to share problems, issues, and concerns with other HUL technical services and managers.

    The Technical Services Managers Group meets informally -- between 10 and 20 staff members attend a monthly luncheon meeting, currently held at the Kennedy School. These meetings are open to all interested parties. Participants can expect to join discussions on such issues as workflow, performance evaluations, position ranking, reporting and statistics, etc. Some of the bigger topics they have discussed lately include: the effect of the LC books file on technical services workflows, online circulation, collection barcoding, and the ARL statistics form. In the future, Beata expects the group will cover such topics as the demands of University Library-wide Recon, remote storage at the Harvard Depository, an ABLE binding interface with HOLLIS, preservation activities, and more reporting and statistics.


    On behalf of liaisons, Tracey thanked all public and technical services committee representatives for their informative presentations. OSPR plans to make committee presentations an annual event for HOLLIS liaisons in a continuing effort to maintain the flow of information between liaisons and the committees that discuss HOLLIS-related issues.

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    Notes and Reminders
    New titles indexed in AI database. According to Information Access Company, Expanded Academic Index has expanded even more by indexing articles from approximately 500 more journals in the areas of general science, computer science, engineering, environmental studies, communication studies, fine arts, and women's studies. Correspondingly, the version of Expanded Academic Index available through HOLLIS (AI database) has also increased in scope. The AI database contains coverage of these 500 additional journals starting with their 1992 issues. IAC began shipping the indexing for these new titles along with the regular AI monthly updates in early 1992 but OSPR only received confirmation of the extent of the new coverage in late May.

    The group of 500 new titles includes many quarterly, semiannual, and annual publications. IAC representatives have warned that although the titles of these publications will appear on a new journal title list, the indexing for their 1992 issues will be delayed while IAC waits for the issues. Aside from the new titles, record structure, content, and searching in the AI database have not changed. Before the new titles, virtually every journal indexed by AI was held at Harvard -- it will be interesting to see if this is still true. OSPR has recently distributed new printed journal lists for AI which contain the additional titles. The lists are arranged alphabetically and the new titles are identified by the "'92" date. For the fall 1992 semester, OSPR will revise the online help and public information sheet that describe AI to note this increase in scope. If you have any questions please contact Julie Wetherill in OSPR.

    Check your public documentation supplies. Most Public Services departments are probably planning to check their inventories of HOLLIS public documentation in preparation for the fall 1992 semester. In July, OSPR will distribute a survey to HOLLIS liaisons asking that they confirm the supply of HOLLIS Reference Guides and public information sheets they will need for fall 1992 and spring 1993. OSPR plans to distribute new versions of the following documents:

    • Searching by Keyword
    • Expanded Academic Index
    • Guide to Harvard Libraries

    In addition, expect to see new information sheets describing Anthropological Literature (AL) and Religion Index (RE) -- two new HOLLIS databases scheduled to debut in September. OSPR does not plan on updating the brochure entitled HOLLIS Reference Guide but will be distributing additional copies of the existing version for the upcoming academic year. Contact Eric Young in OSPR if you have questions.

    New column on public services. In an effort to increase coverage of public services and circulation issues, OSPR will add an occasional column to this newsletter that addresses these issues. The Editor envisions this as-yet- unnamed column to be a forum for HOLLIS-related public services and circulation issues introduced by OSPR, library committees, or any interested staff member. To kick-off this new column, we need contributions of ideas or articles and a title for the column! The Editor could call this column something boring like "Public Services Issues" but maybe some inventive staff member out there has a better idea.

    Kate Ellis thought of a good topic for this column: name your favorite programmed function key when in HOLLIS catalog mode. She is referring to function keys F13 through F23 on the IBM 3163 keyboard. If you have programmed a function key to perform a really fantastic task, let other staff know through this column! Or, perhaps you have an inventive way of using a HOLLIS keyword search to retrieve particular types of records. Or, send in your perspective on the usefulness of one of HOLLIS' "other" databases. Remember that this column is meant for circulation staff as well, and now that six Harvard libraries use online circulation in HOLLIS, there must be staff out there with opinions on the "goods", the "bads", and the "uglies" of HOLLIS circulation. If you have a contribution or an idea for this column, please contact Julie Wetherill at OSPR or send an e-mail message (bitnet: hdoc1@harvarda, internet: hdoc1@harvarda.harvard.edu, or HOLLIS ems: emshu00004). Anonymous contributions are also welcome.

    Response Time Testing. Response time tests are scheduled for the first Tuesday of each month. Upcoming tests are scheduled for: 4 August, 1 September, 6 October, and 3 November. Volunteers should mark their calendars appropriately.

    Regular, non-keyword searching response times continue to be excellent. Even keyword search response time improved sligthly over last month.

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    HOLLIS Hints
    ERASE EOF and the STAT field on bibliographic records. With the encoding level conversion behind us, most staff now have access to the STAT fixed field element on the HU bibliographic record. For staff that may update this field, remember to add a valid value to STAT -- do not leave it blank. Specifically, if you use the erase end-of-field key to erase the STAT value and then mistakenly file the record, the record can no longer be updated by an operator. If this happens, OSPR must fix the record to make it available for editing.

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